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Tricks for Getting the Most out of your Printing

Excel Printing Tricks...... Excel Printing Page 2

As you are no doubt aware, the more time you spend on your Excel Spreadsheet Design the easier your worksheet will be to use and manipulate. You must also be aware of the people who want to read the information you are presenting to them. Here are a few tricks that will make your printing easier to read and understand.

NOTE: Many people turn their Gridlines off when they are formatting a worksheet. This enables you to see exactly what your work will look like when you print it. If you wish to do this go to Tools>Options and check the Gridlines option under Window options.

VISUALLY

Text to the left of a column, numbers to the right. This is the default of Excel, don't change it unless you have a heading you wish to centre across a selection.
Limit your fonts. It is a good idea to stick to only one font when designing a spreadsheet. Too many fonts make your spreadsheet too busy. Use either Arial or Verdana if possible.
Limit your bolding. Bolding should only be used for titles and totals, things you want your reader to easily see.
Shading - Use wisely. Shading varies from printer to printer, so make sure your shading is not too dark. Again use if you wish to draw your readers eye to something specific. A nice touch is a white font on a black background.
Borders - Again, can be used to draw the readers attention to a specific area. Make sure your border is not too busy.
When you are formatting in any way, resist the urge to format entire columns and rows. This takes up unnecessary space and is not good formatting practice. Instead, highlight only the area that you wish to format.
Blank Rows - Don't have blank rows. Excel has some features that don't like blank rows and they can lead a reader to believe data is missing.

HOW TO SQUEEZE THAT BIT MORE ON YOUR PAGE

There are a couple of things that you can do try to squeeze a bit more on your page. Try these:

Drop the font. Even though the font box on your toolbar only goes down to 8, you can actually go as small as 1. You just need to type in the font you would like; eg; 6.5
Change your margins and/or column widths
Change your page orientation. Usually set to portrait (shorter edge at the top), you could try changing to Landscape (longer edge at top).
Scale to Fit. You could shrink your data to try and fit it all on one page. This option is found in the Setup dialog under the Page tab.
Manipulating page breaks. Go to View>Page-Break View, or click the Page Break Preview button. You will be able to see blue lines around the borders of your pages. You can drag these lines to break alter where the page breaks occur.

PRINTING TO MULTIPLE PAGES

If you have a lot of data, sometimes it may be better to spread the information over two pages, rather than squash it all on to one page so that it is very small and hard to read, you can easily print to multiple pages in Excel.

If you want your column headings, or your row headings or both repeated on any subsequent pages, Try this:

Go to File>Page Setup>Sheet. (if you try accessing the Page Setup dialog via Print Preview the relevant options are greyed out).
The top option Print Area allows you to select the range that you wish to print if you have not already done so.
Under Print Titles there are two options, Rows to Repeat at Top and Columns to Repeat at Left. Click the collapse tool (the red arrow) and collapse through and select either the Row number (Rows to Repeat at Top) you wish to repeat on each subsequent page, or the column letter (Columns to Repeat at Left) you wish to repeat on each subsequent page.
Press your collapse box button again to expand the box.

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